Executive Assistant to the Central Office

Job Overview

DPS is seeking a highly organized, proactive, and detail-oriented Executive Assistant to support the District's central office team. This role requires an individual who can handle a variety of tasks simultaneously with precision, offer seamless administrative support, and collaborate effectively across departments to ensure smooth operations. The ideal candidate will have a strong background in administrative coordination.

Responsibilities include the following and any other duties as assigned by the Deputy Superintendent and/or the Assistant Superintendent for Teaching and Learning. Job responsibilities may include time beyond the regularly scheduled work day.

Administrative

• Provide high-level administrative support to senior leadership in the Office of Finance and Operations and the Office of Teaching and Learning. This includes scheduling meetings, preparing agendas, managing calendars, and other logistical support
• Assist in the preparation and coordination of financial reports, presentations, and documents for internal and external stakeholders
• Purchasing and budget management for the Office of Finance and Operations and the Office of Teaching and Learning
• Compile and file reports, including education reports for the Office of Teaching & Learning
• Manage confidential and sensitive information with discretion and professionalism
• Monitor home school plans
  
  

Human Resources

• CORI / background check processing
• Maintain continuing education plan files for all participating employees and manage all associated workflow
• Support new employee onboarding and induction programs
• Assist in the coordination and tracking of professional development and training for District employees
  
  

Student Registration

• Assist in coordinating student registration processes, including processing registration forms, scheduling, and maintaining student records.
• Ensure that student information is accurately recorded and updated in the system, adhering to privacy and data protection regulations.
• Provide administrative support for student orientation, registration events, and related activities.
  
  

Traffic Directors

• Oversee the training of new hires, ensuring they are knowledgeable about safety protocols, procedures, and expectations
• Develop and maintain Traffic Director schedules to ensure adequate coverage at designated locations; assign Traffic Directors to specific sites based on school needs and traffic flow analysis; adjust schedules as needed to accommodate absences or changing needs
• Monitor and track attendance, ensuring coverage for all scheduled shifts; address and resolve attendance-related issues, including call-outs and tardiness
• Attend monthly Traffic Director Union meetings to address concerns and discuss policies
  
  

Vendors and Contracts

• Support management and renewal of contracts with external vendors, ensuring compliance with company policies and budgetary constraints.
• Manage communication and relationships with vendors to ensure smooth transactions and resolve issues promptly.
• Maintain inventory of key vendors, points of contact, and other essential information for goods and services contracts.